How many times this week did you type the same email from scratch?

That’s where Gmail templates save you.

In this guide, you’ll learn how to create, edit, and use Gmail templates.

How to create an email template in Gmail

Step 1 — Enable Templates (one-time)

Open Gmail in your browser. Go to Settings → See all settings → Advanced. Turn on Templates, then Save Changes. If you don’t see Templates later in compose, come back here and confirm it’s enabled.

Step 2 — Draft the message you’ll reuse

Click Compose. Write the body exactly as you want to reuse it. Keep placeholders like {First name}, {Date}, and {Role} so you can personalize in seconds. When you’re happy, click the More options (⋯) menu at the bottom of the composer.

Step 3 — Save it as a template

Choose Templates → Save draft as template → Save as new template. Give it a clear name, like “Interview confirmation — onsite.” Your template is now stored and ready to insert anytime.

Step 4 — Create variations for your workflows

You probably need more than one version. Create separate templates for first touch, scheduling, confirmations, and rejections. Save each draft via Templates → Save draft as template so you can pick the right one fast.

Optional — Use Gmail’s “Layouts” for branded emails (Workspace)

If you’re on Google Workspace, you can start from Layouts to add logos, images, and sections. Pick a layout, customize it, and use it when emailing larger groups. This pairs well with templates when you need visual polish.

How to edit an email template in Gmail

You don’t “open a template editor” in Gmail. You overwrite an existing template with a new draft, or you save as new. You can also delete templates you no longer need.

Step 1 — Load the template into a draft

Click Compose. Open the More options (⋮) menu at the bottom of the window. Go to Templates → Insert template and pick the one you want to change.

Step 2 — Make your edits

Update the text, links, and placeholders right in the draft. Keep your tone and formatting consistent with your other templates. Shorten long paragraphs for faster reading.

Step 3 — Overwrite the existing template

Open More options (⋮) again. Choose Templates → Save draft as template → Overwrite Template, then select the template name to replace it. Confirm when prompted.

Step 4 — Or save as a new version

Want to keep the old one? Choose Save draft as template → Save as new template instead. Give it a distinct, searchable name. You now have both versions available.

Step 5 — Delete templates you’ve replaced

Open More options (⋮) → Templates → Delete template. Click the template name and confirm Delete. Keep your list tidy so you pick the right one fast.

How to use an email template in Gmail

Insert a template in seconds

Click Compose. Open More options (⋮) at the bottom of the window. Go to Templates → Insert template and pick the one you need. The content drops straight into your draft.

Tweak the details. Add names, dates, and links. Keep your voice consistent, then send.

Reuse templates with Gmail’s “Layouts” (for branded emails)

Want a polished, on-brand look? In the compose window, click Layouts. Choose a layout, customize logo, colors, and sections, then insert your template text or adapt the layout’s blocks. It’s great for team updates or candidate newsletters.

You can duplicate or delete saved layouts as your needs evolve. It keeps your visuals tidy and reusable.

Automate replies with filters

Open Gmail’s search bar dropdown and define your criteria. Click Create filter, check Send template, then select the template to auto-reply when a message matches. This is perfect for acknowledgments, scheduling confirmations, or out-of-office handoffs.

Start narrow. Use specific from: addresses or subject keywords to avoid misfires. You can refine filters anytime.

Know the mobile reality

Templates work in the Gmail web experience. Google notes you “can only turn on and use” templates from a computer. If you’re on mobile, open Gmail in your browser to access the web UI, or rely on add-ons built for mobile as a workaround.

If mobile sending is critical, evaluate Marketplace add-ons that expose templates inside the Gmail app. They’re third-party, so test with non-sensitive emails first.

Fast daily workflow

Pin your routine. Keep a short list of go-to templates: interview confirmation, reschedule, meeting recap. Insert, personalize, and send in under a minute.

Use naming to move faster. Prefix by purpose (e.g., INT-Confirm, MEET-Recap) so you can spot the right one quickly in the Templates menu.

Combine with layouts when broadcasting. Insert your template first, then apply or edit a layout to frame the message for larger groups. It looks clean and consistent.

Gmail email template troubleshooting

You created templates, but something’s off. Start here. You’ll fix the most common issues fast and get back to sending.

“Templates” menu is missing

Make sure Templates are turned on. In Gmail, go to Settings → See all settings → Advanced → Templates → Enable, then Save Changes. Reload Gmail and try composing again.

You still don’t see it in the compose window? Open a new message, click More options (⋮) at the bottom, and check if Templates now appears. If not, revisit Advanced and confirm it’s enabled.

Templates don’t appear on your phone

Gmail templates are designed for the web interface. You can “turn on and use” them from a computer; they aren’t available inside the Gmail mobile apps. If you must use a phone, open Gmail in a mobile browser to access the web UI.

You edited a draft but the template didn’t change

That’s expected behavior. Templates don’t auto-update when you tweak an inserted draft. To update the template itself, insert the template, edit the content, then go to More options (⋮) → Templates → Save draft as template → Overwrite template (or Save as new template if you want a versioned copy).

The wrong template keeps inserting

Clean up your list and naming. Delete retired versions via More options (⋮) → Templates → Delete template, then confirm the name you actually select under Insert template. Use a clear naming convention like INT-Confirm v2 or MEET-Recap Q4 to avoid misclicks.

The template inserted, but formatting looks odd

Gmail templates support regular, inline formatting (bold, italics, links). Rich, complex HTML can behave inconsistently if pasted from other tools. Keep formatting simple—or, if you’re on Google Workspace and need branded layout blocks, use Layouts in the composer to add logo/sections, then paste your template text.

Need a visual newsletter or announcement? Open Layouts from the compose window, choose a design, and customize it before sending. It pairs well with your saved templates for larger audiences.

“Send template” filter didn’t fire

Open Settings → Filters and Blocked Addresses and edit the filter. Confirm the criteria actually match incoming messages (Sender, Subject, Has the words). Then confirm Send template is checked and the correct template name is selected. Test by clicking Search on the filter criteria before saving.

If it still doesn’t trigger, narrow the criteria (e.g., exact subject line or a unique keyword). Filters run server-side and won’t backfill old messages—only new, matching emails will auto-reply.

Templates work on one account but not another

Check which Gmail account you’re using in the top-right avatar menu. Templates are per account. If you’re in a workspace with admin controls, features like add-ons or certain options may be restricted; switch to the intended account and re-enable Templates if needed.

You can’t find where templates live

They’re not in a separate folder. Templates live in the compose window under More options (⋮) → Templates. From there you Insert, Save draft as template, or Delete template.

Attachments aren’t saved in templates

That’s normal. Templates store the message body, not attachments. Insert your template first, then add files or Drive links before sending. Keep a line in the template that reminds you: “Attach: CV.pdf / Agenda.pdf.”

Professional email templates from meetings: Noota

You record, Noota writes. It transcribes your calls and builds clear summaries with decisions and action items.

Templates you’ll actually use

Use meeting follow-ups that confirm decisions and next steps. Grab proven examples and adapt the tone to yours.

Send sharp recaps right after the call. Structure them with goals, key points, owners, and deadlines.

Handle interview scheduling and feedback without rewriting. Pick the wording that fits your stage and seniority.

Step-by-step: from call to inbox

1. Record or join your meeting with Noota.
2. Grab the summary, key takeaways, and action items.
3. Send to Gmail in one click

You want to generate emails automatically ? Try Noota for free now.